Assetas support

Tasks

A "task" represents any action that you want to capture and track.  This could be generated from any form answer that requires follow-up.

Search for a task | Add a new taskAdd assigneesAdd associated records | Add correspondenceManage tasks | Close a task | Related topics

 
  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all the open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

Search for a task

Tips for searching

  • Enter text into the Search box to see results dynamically update.

  • Expand the "Data Filters" section to limit the results based on specific fields.  Select "Refresh List" to load an updated list; alternatively, select "Reset" to clear all of the filters.

  • Select columns headers to sort that field alphabetically.

  1. Expand the "Task" menu on the sidebar navigation. 

  2. Select "New" to add a task.

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add a new task
 
Create New Task

Populate the following fields:

  • Type*: Select the type of task.

  • Priority*: Select the priority of the task.

  • Status*: Defaulted to New.  (Change the status when tasks are no longer new.)

  • Summary*: Enter the brief summary of the task.

  • Assignee*: Select the person who is the primary assignee for the task.

  • Description: Enter the detailed description of the task.

  • Due On: Select the date this task is due.

  • Tags: Enter keywords to quickly describe the task.  Tags are included in search results. To enter multiple tags, press Enter after each tag.  

  • Comments: Enter your comments or notes for the task.  Comments are intended for your internal use.

Task assignees are responsible for completing the task.

If you have just finished adding a new task, skip to Step 5.

  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all the open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

  3. Locate the task record. 

  4. Select the View/Edit button for the desired task.

  5. Select the "Add" button in the Assignees section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add assignees
 
Assign Task to Contact

Populate the following fields:

  • Assignee*: Select the contact that is assigned to this task.

  • Role*: Select the role of this assignee for this task.

Associations allow you to link records in various combinations to capture relationships.  ​

If you have just finished adding a new task, skip to Step 5.

  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all the open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

  3. Locate the task record. 

  4. Select the View/Edit button for the desired task.

  5. Select the "Add" button in the desired Associated section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add associated records

Task ​associations can be created with assets or documents.  Associations can be created at either record.  When parent-child relationships exist, ensure your primary record, secondary record, and association type are correct.  Here are common uses of association records.

  1. Associated assets capture which assets are associated with this task.  Associate one task with multiple assets only when a single task will meet the task requirements for all associated assets; do not associate a task with multiple tasks if there are multiple tasks required.

  2. Associated documents capture the task-supporting documents, such as permits, photos, or inspection logs.

 
  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all the open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

  3. Locate the task record. 

  4. Select the View/Edit button for the desired task.

  5. Select the "Add" button in the Correspondence section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add correspondence
Create New Correspondence

Populate the following fields:

  • Date*:  Enter the date and time of the correspondence.

  • Type*:  Enter the type of correspondence (e.g., Phone, Email).

  • Contacted By*:  The name of the person that initiated the correspondence.

  • Description:  The description of the correspondence.

 
  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all the open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

  3. To the right of each record, under the Actions menu, you may:

  • ​View detailed information or edit the task.

  • Open the task in the explorer view to visualize associations.

  • Delete this task and all associated data.

Manage tasks
 
  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all the open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

  3. Locate the task record. 

  4. Select the View/Edit button for the desired task.

  5. Select the "Close" button in the top right corner. This will set the Closed Date to today and the status to "Closed".

Close a task

Re-open a closed task by clearing the "Closed On" date.  Be sure to update the task status to ensure the two values agree.

 
Related topics